Say goodbye to holiday scheduling headaches! The Holiday Feedback Tool makes it easy to collect, manage, and review staff feedback on holidays and time-off requests. Whether you're planning for the next holiday or analyzing past trends, this tool streamlines the process, ensuring smooth and efficient holiday management every time.
Availability of the Holiday Feedback Tool
The Holiday Feedback Tool is available on both the portal and the app, giving you the flexibility to manage holiday schedules from wherever you are.
Portal: The portal will be used as the default reference for all instructions and guidelines. Most features and workflows are accessed through the portal, and it will be the primary platform for detailed instructions.
App: The app also provides access to the Holiday Feedback Tool, but there may be key differences in how certain actions are completed on mobile versus the portal. Whenever there’s a variation in how things work between the two platforms, we’ll provide clear instructions from the app’s perspective to ensure a smooth experience.
Table of Contents
On the Portal:
Learn how to navigate to the Holiday Feedback Tool on the portal, where all holiday-related feedback inquiries are listed and managed.On the App:
A step-by-step guide on accessing the tool through the app, providing mobile users with the flexibility to manage holiday feedback on the go.
Company Owners Access:
Company owners have full access to the Holiday Feedback Tool, enabling them to manage and review all feedback for the entire organization.Location Administrators Access:
Location-specific administrators have access to feedback only for their assigned location(s), making it easy to manage feedback for each site independently.Staff Members Access:
Staff members can access and review holiday feedback based on their permissions.Permission to Edit Holiday Feedback Responses for Staff:
Details on which staff members have permission to edit holiday feedback responses and the roles that allow for editing these responses.
How to Access Creation Action on the Portal:
Instructions on how to initiate a new holiday feedback inquiry on the portal, including setting up the feedback form and details.How to Access Creation Action on the App:
A step-by-step guide on how to create holiday feedback directly from the app, offering flexibility and convenience for on-the-go management.
Give a Title and Description:
How to create a clear and engaging title and description for your holiday feedback, ensuring parents and staff understand the inquiry’s purpose.Select Recipients:
Learn how to select the right recipients for your holiday feedback, including how to target individual classrooms or send to all families at once.Set Up the Date Range for the Holiday:
Instructions on choosing the appropriate holiday date range for your feedback, ensuring that responses are collected within a clearly defined timeframe.Set Up the Reply Deadline:
How to set a reply deadline, ensuring that you collect feedback before the holiday period begins.Enable Drop-off and Pick-up Time Specification:
Learn how to enable parents to specify drop-off and pick-up times for their children during the holiday period.Set Up Reminder Notifications:
A guide to setting reminder notifications to prompt parents to submit their feedback on time.Submit the Holiday Feedback:
Learn how to send the completed holiday feedback request on both the portal and the app, ensuring all recipients receive the inquiry.
How to Edit a Created Holiday Feedback Request:
Instructions on editing an existing holiday feedback request, whether to update the date range, recipients, or other details.Editing Past and Upcoming Holidays:
Specific instructions on how to edit holiday feedback for both past and upcoming dates, ensuring clarity and accurate scheduling.
How to Delete a Holiday Feedback Request:
A guide to deleting a holiday feedback request, explaining when and why it may be necessary to remove an inquiry from the system.
section provides a summary of the setup details for the holiday feedback inquiry. Its purpose is to give users a clear view of the key information that defines the inquiry, including:
Reviewing Responses for Invited Classrooms:
Learn how to view and manage responses from classrooms invited to the holiday feedback, ensuring that each classroom’s data is tracked and recorded.Option 1: Reviewing and Editing Replies from Within Specific Classrooms:
A breakdown of how to review and edit responses from individual classrooms, allowing for focused tracking of feedback for each group.Option 2: General Access to All Response Status (Replies and Non-Replies):
Instructions on how to view and edit all responses and non-responses in a centralized view, enabling better overall tracking of participationHow to Search and Filter Responses
Staff Not Authorized to Edit Responses: How They Review Responses:
Learn what staff members can view and how they can track responses when they do not have editing permissions.Staff Authorized to Edit Responses: How They Review and Edit Responses:
Detailed instructions for staff with editing permissions, showing how they can update or change submitted responses.Editing Holiday Attendance Response for Authorized Staff:
A step-by-step guide on how authorized staff can edit attendance responses, whether to update attendance status or make corrections.
On the Portal:
Instructions for downloading the replies report from the portal, providing an overview of how to access and save feedback data.On the App:
Learn how to download the replies report from the app for mobile users.Download Configuration on Both Platforms
How to select the date range and configure the report export on both the portal and app.Summary Report:
A detailed summary of attendance statuses for each class, with totals for responses and non-responses.Detailed Report Structure:
A breakdown of how responses are organized, including individual child attendance details.Comments: Report:
How comments provided by parents are displayed for each child’s attendance days.
How to Access the Holiday Feedback Tool
On the Portal:
Navigate to the Menu: On the far left of your screen, you’ll find the main menu.
Click on Operations Hub: In the menu, click on the Operations Hub section, which houses all the operational tools and features.
Select Holiday Feedback: From the dropdown list, choose Holiday Feedback to access the tool where you can collect, manage, and review staff holiday and time-off requests.
On the App:
Go to the Footer: Scroll to the bottom of the app screen, where you'll find the footer section.
Tap on Tools: In the footer, tap on the Tools option, which contains a variety of helpful resources.
Select Holiday Feedback: Choose Holiday Feedback from the list of available tools to quickly access the feature and start managing holiday-related feedback from your team.
Who Has Access to the Holiday Feedback Tool?
The Holiday Feedback Tool is designed with role-based access to ensure the right people have the appropriate control over holiday planning and feedback management. Here's a breakdown of who has access:
1. Company Owners: Full Access Across All Locations
What They Can Do: Company owners have full access to all features across all locations. This means they can manage, create and oversee holiday feedback at a company-wide level.
Why It Matters: With full visibility and control, company owners can make informed decisions and ensure consistency across locations, helping maintain smooth operations for the entire organization.
2. Location Administrators: Full Access for Their Assigned Locations
What They Can Do: Location admins have full access to all actions but only within their assigned location(s). They can manage all holiday feedback requests for the Parent in their location.
Why It Matters: Location administrators can efficiently manage holiday requests without stepping outside their designated area of responsibility, making it easier to address location-specific needs.
3. Staff Members: Role-Based Access
What They Can Do: Staff members with the appropriate permission "Manage holidays and create events and permissions for parents and staff" can access, create, edit, and delete holiday feedback records.
Why It Matters: These permissions enable staff members with specific roles to effectively manage holiday feedback and ensure smooth operations.
4. Editing Holiday Feedback Replies (Staff Members)
What They Can Do: Staff members who have the "Edit Holiday Feedback Replies" permission can update or revise responses submitted by parents.
Why It Matters: This allows staff to ensure that all feedback remains accurate and up-to-date, enabling quick responses to any changes or updates required, maintaining clarity and consistency.
How to Create a Holiday Feedback
Creating holiday feedback has never been easier! Whether you're using the portal or the app, the process is streamlined and simple, ensuring you can quickly gather and manage holiday availability from parents. Here’s how you can create holiday feedback on each platform:
On the Portal:
Access the Tool:
Start by navigating to the Holiday Feedback Tool on the portal. You’ll find it under the relevant section in your Operations Hub.
Click "Create":
Once you're in the tool, look for the "Create" button located at the top right of the screen.
Clicking this button will open the Holiday Feedback Creation Screen, where you can begin inputting the details for the holiday.
On the App:
Go to the Tool:
Open the app and navigate to the Holiday Feedback Tool section.
Click the Orange Plus Button:
In the app, look for the orange plus button located at the bottom right corner. This button is your gateway to creating new holiday feedback entries.
Step-by-Step Guide to Setting Up Your Holiday Feedback Inquiry
This tool allows you to send holiday feedback requests to families, ensuring that you collect accurate attendance information for upcoming holidays
1. Step One: Give a Title and Description
Title:
The first step is to create a clear and engaging title for your holiday feedback request. This helps parents quickly understand the purpose of the inquiry.
Description:
Next, write a brief and clear description explaining the holiday period and the purpose of the feedback. This should provide enough context for parents to understand why you are gathering attendance information and what is expected of them.
Example:
Title: Winter Holiday Attendance Feedback
Description: "Please let us know whether your child will be attending during the upcoming winter holiday period from December 20th to January 2nd."
2. Select Recipients:
Who Can Receive It: The holiday feedback can only be sent to families, not staff members.
Choose Recipients:
You can send the feedback request to all families at once, or choose specific classrooms.
Staff limitations: Staff members can only create feedback requests for families in their assigned classrooms. If a staff member is not assigned to manage all classrooms in a location, the company-wide recipient channel will not be available to them. For example, if you're a staff member managing Classroom A, you will only be able to send feedback requests to families in Classroom A.
3. Set Up the Date Range for the Holiday:
After selecting your recipients, set the date range for the holiday period.
Once the dates are created, a calendar will appear, allowing you to further customize the days within the selected range. You’ll be able to choose which specific holiday days within the date range you want to set up for feedback.
Example: If the holiday period is from December 20th to January 2nd, you can choose to make December 25th and January 1st holidays while leaving the other days as regular workdays.
Unavailable Days: Any closing days or non-operational days will be greyed out by default, so you won’t need to select them.
Select All or Customize Days:
You can either click "All" to mark every day in the selected range as a holiday or individually select and unselect specific days.
3. Set Up the Reply Deadline:
The reply deadline is crucial for ensuring timely responses from parents. This deadline must be set for before or on the first day of the holiday.
Why It Matters: The reply deadline ensures that you have sufficient time to plan and allocate resources for the holiday period before the holiday officially begins.
Example: If the holiday range is from February 10th to February 28th, the last response date will be February 10th (the first day of the holiday).
4. Enable Drop-off and Pick-up Time Specification:
Decide whether you want parents to specify drop-off and pick-up times for each of the days their child will attend during the holiday.
This option allows for more precise planning and ensures that you have the necessary resources available for each child.
5. Set Up Reminder Notifications:
You can send reminders to parents, reminding them of the reply deadline. You can set up multiple reminders by defining the number of days before the deadline that the reminder should be sent (e.g., 1 day, 2 days, 3 days).
Important Reminder Note:
Reminders should not be set to send on the same day as the deadline or the day you are setting up the reminder. For example:
If the holiday starts on February 6th and the reply deadline is also February 6th, the latest reminder you can send is February 5th.
Set the reminder at least one day in advance (for example, set it on February 4th if you're scheduling the reminder on the 5th).
For example, If the holiday starts on February 6th and you want to send a reminder one day ahead, you might try to set it for February 5th. However, this will not be accepted, because the reminder has to be set at least one full day in advance.
If today is February 5th, you cannot schedule the reminder for February 5th itself. The earliest you can set the reminder is February 4th, giving you a full day between the reminder and the deadline. This ensures the reminder reaches parents before the deadline, allowing them time to respond.
In short, always allow at least one day of advance notice when setting reminders.
6. Send the Holiday Feedback:
On the Portal: Once all your settings are configured, scroll to the bottom of the screen and click "Create" to send the holiday feedback request.
On the App: After setting everything up, simply click "Create" at the top right corner of the setup screen to send the request.
Notification Message When Submitting Holiday Feedback
"Another Holiday Already Exists for Some Recipients. Do You Want to Proceed?"
This message appears when you are attempting to create a new holiday feedback request, but there is already an existing holiday request for some of the recipients (families or staff) in your system for the same or overlapping dates.
Explanation:
Overlap or Duplicate Holidays: If a holiday feedback request is being created for dates that have already been assigned to a holiday for some recipients, this message serves as a warning. It ensures you’re aware that a duplicate or conflicting holiday may affect those recipients.
What to Do: You have two options:
Proceed: If you're sure that you want to send the new holiday feedback request despite the overlap (perhaps it’s for a different group of recipients), you can choose to proceed clicking "Yes".
Cancel: If the holiday feedback request overlaps or duplicates another request and you want to avoid confusion, you can choose to cancel the new request and make necessary adjustments (such as changing the dates or recipient list).
This reminder helps avoid confusion or duplication of holiday requests, ensuring that families and staff aren't receiving conflicting information about holidays.
Editing and Deleting Created Holiday Feedback Requests
Managing your holiday feedback requests is straightforward. Whether you need to edit or delete an existing request, the process is easy and intuitive. Here’s how you can manage your feedback inquiries:
To Edit a Created Holiday Feedback Request:
Access the Holiday Feedback Tool:
Head to the Holiday Feedback Tool to view all your created feedback inquiries.
View Feedback Inquiries:
The tool will display all created feedback inquiries, divided into upcoming and past holidays.
Editing Past and Upcoming Holidays:
You have the flexibility to edit both past and upcoming holiday inquiries, but it's important to understand the limitations and ensure you're not making unintended changes.
Past Holidays:
Full Edit & Reactivation: Past holiday inquiries can be edited in full to reactivate them. However, you must select a plausible date range, deadline, and reminder time that makes sense for future use.
Important Reminder: When reactivating a past holiday, ensure that the dates and deadlines are adjusted for future planning. Avoid using past date ranges or deadlines, as they will cause confusion and invalidate the feedback process.
Example: If you are reactivating a holiday from December 15th-20th, ensure that the new date range is adjusted to future dates (e.g., December 15th-20th of the upcoming year) and that the deadline aligns with those new dates.
Upcoming Holidays:
Complete Editability: All aspects of an upcoming holiday inquiry can be edited freely, including date range, deadlines, reminder times, and other details.
Important: You are free to adjust any settings to better suit your needs, as these changes will apply to future responses.
Tip: Always double-check that you're not accidentally reverting the date range or deadline back to a past date, as that could cause issues with collecting accurate responses from parents.
By following these steps, you can effectively manage both past and upcoming holidays, ensuring clarity, accuracy, and proper planning for all involved!
How To Edit:
Locate the feedback inquiry you wish to edit.
Click the three dots at the top right corner of the feedback description box.
Make the necessary changes (such as dates, deadlines, or reminder settings) and click submit.
For guidance on how to set up the elements of the holiday feedback (like date range, reminder, etc.), refer to the section titled "Step-by-Step Guide to Setting Up Your Holiday Feedback Inquiry".
Note About Editing a Feedback:
When you edit a holiday feedback request that has received response, particularly when changing holiday days or adjusting the date range, it will reset all previous replies submitted by parents.
Why this Happens: This ensures that any changes made to the holiday dates or details are accurately reflected in the feedback responses. Previous replies are tied to the original dates and description, so modifying them would invalidate those answers, requiring new responses to be submitted.
What to Do:
If you proceed with the changes clicking "Reset & Notify", all previous replies will be lost and parents will receive a notification that they need to resubmit their responses.
If you discard the changes, none of your changes will be saved, and the original feedback request will remain as it was.
Example:
If you initially set a holiday period from December 20th to December 25th, but you change the dates to December 22nd to December 28th, the previous feedback replies will be cleared because parents’ responses were tied to the original date range.
This reminder helps you make informed decisions about editing feedback and ensures you are aware of the consequences before finalizing your changes.
To Delete a Holiday Feedback Request:
Past Feedback:
Past holiday feedback cannot be deleted, whether or not replies have been submitted. This is to ensure that you maintain a complete record of all previous holiday inquiries, even if no responses were received.
Why?: Deleting past feedback could lead to incomplete historical records. Retaining all past holiday feedback helps with tracking and auditing.
Upcoming Feedback:
If you need to delete an upcoming holiday feedback inquiry, follow these steps:
Locate the feedback inquiry.
Click the three dots at the top right corner of the feedback description box.
Select Delete.
Reviewing and Managing Holiday Replies
Managing holiday responses from parents is an essential part of holiday planning, and the Holiday Feedback Tool makes it easy to review and track all responses. Here's a step-by-step guide on how to effectively review and manage the feedback from parents:
1. Access the Feedback Tool:
Go to the Feedback Tool: Navigate to the Holiday Feedback Tool where all your created holiday feedback inquiries are stored.
Locate the Feedback Entry: Find the specific holiday feedback inquiry you want to review and click on it
2. Review the Feedback Details:
Once you’ve selected the feedback entry, the screen will display the following details:
Holiday Feedback Description: A brief description of the holiday inquiry and Configuration Info that Includes important details such as:
Date Range: The range of dates for the holiday period.
Deadline Date: The last date parents can submit their responses.
Number of Replies: How many families have responded.
Number of Non-Replies: How many families have not responded.
Invitees: The names of the channels (classrooms) invited to participate.
Holiday Inquiry Description: An explanation of the holiday period and what responses are needed.
3. Break Down the Responses by Classroom:
The Feedback Tool allows you to see the responses organized by classroom, making it easier to track attendance for each class. Here's how the data is structured:
Weekly Breakdown: Each week of the selected holiday range has its own separate board.
Attendance Report: Next to each week, you’ll see a report showing the number of attending children based on parent responses for each holiday day of that week.
Daily Breakdown:
You can extend the week to see a detailed breakdown of attendance for each specific day of the week. This will show the number of attending children for each day based on parent responses.
Classroom View:
For each day, you can further extend the view to see responses by classroom.
If a classroom has no responses, the system will display 0 attending next to the classroom name.
If there are responses, the icons and names of the attending children will appear for that classroom.
An exclamation mark will appear next to the child’s icon, indicating that comments have been added. The comment will also be displayed next to the attendance notice. Click on the icon to read the comment, which may include details such as pick-up and drop-off times for that day.
Tip:
You can click on the child’s name in their classroom to open a screen where you can review the feedback responses, attendance statuses, or edit the response for that child. This process will be illustrated in further detail in the next section below.
Reviewing Replies and Non-Replies
There are two ways to review replies and non-replies:
Option 1: Click on the Name or Icons of Children in Their Associated Classrooms
Children will appear in their respective classrooms if their families or staff have responded to the feedback.
This method will only show children who have responses, whether they are attending or not. It does not show children with no replies.
To review responses for these children:
Click on the child’s name or icon within their classroom to view detailed feedback.
Option 2: Click on Replies or Didn't Reply
In the Holiday Feedback Description, you'll see two options:
Replies (green): For children whose parents have responded.
Didn't Reply (red): For children whose parents haven't responded.
Clicking on either Replies or Didn't Reply will display a list of all children whose parents have either responded or not responded, depending on your selection.
Search or Filter:
You can search for a particular child, filter the list for only children with replies or non replies This makes it easy to navigate through the list and find specific families or children.
Viewing and Editing Responses Based on Permission (Illustrated on the App)
Staff Not Authorized to Edit Responses:
If you are not authorized to edit responses, you will only have the option to review the details of the replies or non-replies from the invitees.
Click on the Child’s Name:
Click on the child’s name next to their entry in the list of replies or non-replies.
Review the Response:
If a previous response has been submitted, it will be highlighted. This will show whether the child will attend ("Will Attend") or is on holiday ("On Holiday").
If there is no response, it will indicate the "Didn't Reply" status next to the child’s name in the list, showing that no feedback has been submitted for that child.
For "Will Attend", the number of days the child will be attended will be displayed out of the total scheduled days.
Expanding Attendance Details:
If the child will attend, click the expand button next to the child’s name to reveal further details about the attending days, any comments associated with each day, and the attending times.
This allows you to view and review the attendance details and comments without making any edits, ensuring transparency and accurate tracking of holiday schedules.
Staff Authorized to Edit Responses:
If you are an authorized user, you have the ability to edit responses (both replies and non-replies) and make any necessary changes. Here's a step-by-step guide on how to do it:
1. Click on the Child’s Name:
Begin by clicking on the child’s name or the edit pen icon next to their name in the list of responses (both the replies and non-replies lists).
2. Review the Response:
If a previous response has been submitted, it will be highlighted, indicating whether the child will attend (Will Attend) or is on holiday (On Holiday).
If there is no response, nothing will be highlighted for either options
3. Editing Holiday Attendance Response:
3.1 For a Non-Attending Child:
Select "Holiday" if the child will not be attending.
Once you’ve selected "Holiday", click "Submit" at the top right corner of the app screen to save the response.
3.2 For an Attending Child:
If the child will attend, click "Will Attend" and then click "Next" at the top right corner of the app screen to proceed.
3.2.1 Select Attendance Days:
Choose All Days:
Click the checkbox next to "All Days" to mark the entire holiday range as attended. This will automatically highlight all days on the calendar.
Select Specific Days:
If you want to select specific days for attendance, highlight the days on the calendar. Days that are not highlighted will be marked as non-attended.
This will automatically uncheck the box next to "All Days"
A description below will show the total number of attending days out of the scheduled holiday days, and the total holidays out of the full holiday range.
Click "Next":
After selecting the attendance days, click "Next" to proceed with setting up additional details.
3.2.2 Set Up Coming Days Details (Scheduled Holiday Days)
If pick-up and drop-off times are required for the holiday days, you have two options for setting them up:
Selecting All Days (Option one)
This option helps streamline the process by applying consistent settings across all selected days, while also allowing you to add specific instructions or adjust attendance times as needed
Switching off Full Day:
Set Start Time (Drop-off time):
Click on the start time (drop-off time) text box.
You can either select a time from the time picker or input it directly in the header.
Set End Time (Pick-up time):
Click on the end time (pick-up time) text box.
Select a time from the time picker or input it directly in the header.
Switching on Full Day:
If you switch on "Full Day", it indicates that the child will attend for the entire day for all scheduled attending days. You do not need to set start and end times for these days.
Add Comments: Under the "All Days" section, You can also add a comment that will apply to all days, such as pick-up instructions or other special details for the holiday period. This ensures parents have all the necessary information for the child's attendance
Selecting Customized Details (Option two)
In this section, you can set up comments and pick-up/drop-off times for each attending day, allowing you to tailor the child’s schedule for each specific day of the holiday period.
Switching off Full Day:
If you switch off "Full Day", you have the flexibility to input customized start and end times for each attending day, giving you more control over the child's schedule.
Set Up Start and End Times for Each Attending Day:
For both start (drop-off) and end (pick-up) times:
Click on the time input box to select the time.
You can either choose the time from the date picker screen or input it directly in the header.
Switching On Full Day:
When you switch on "Full Day", it means the child will attend the entire day for every selected attending day in the holiday period.
Customization: You can still customize comments for the entire period, but you won’t be able to enter specific pick-up and drop-off times for each day. The child’s schedule will be automatically set to full day attendance for all selected days.
Click "Submit" to Add the Holiday Feedback
Once you've completed all the necessary details, including attendance, pick-up/drop-off times, and any comments, click "Submit" to finalize and add the holiday feedback. This will save the information and make it available for further processing or review.
This system allows for maximum flexibility, whether you're setting detailed times or opting for a general full-day schedule for each child.
Tip for Adding Comments and Setting Times:
General Comments for All Days:
You can first enter a general comment and set pick-up/drop-off times under the "All Days" section. This will apply the same information to all attending days under the daily customization section.
If the same information applies to all days (e.g., regular pick-up/drop-off times or general instructions), using the "All Days" section saves time by applying the settings automatically.
Customized Details:
If needed, you can then customize the information for specific days, such as adjusting pick-up/drop-off times for certain days or modifying comments. This is particularly useful when you need to make adjustments for only a few days while keeping the rest consistent
Downloading Replies Report
To download the replies report, follow these steps based on the platform you are using:
On the Portal:
Go to the Feedback Tool:
Access the Holiday Feedback Tool where your feedback inquiries are listed.
Select the Feedback:
Choose the specific feedback inquiry you want to download the replies for.
Click "Download Excel":
At the top right corner of the screen, click the "Download Excel" button.
On the App:
Launch the App:
Open the app on your device.
In the Footer, Select Tools:
Scroll down to the footer and select the Tools section.
Choose Holiday Feedback:
From the tools menu, select Holiday Feedback.
Select a Holiday Feedback:
Choose the specific holiday feedback inquiry you want to download the replies for.
Click the Orange Download Button:
Tap on the orange download button located at the right bottom corner of the screen.
On Both Platforms:
Select the Date Range:
Choose the date range for which you want to download the report.
Click "Export":
After selecting the desired date range, click "Export" to generate the report.
This process ensures you can easily download and access your replies report, providing you with a comprehensive view of the feedback data.
Note:
Date Range Limitations:
You can only select dates within the holiday feedback date range.
The date range cannot extend beyond the original holiday feedback range, but you can shorten the window as needed (e.g., choosing a specific week within the holiday period).
Information in the Report
The downloaded replies report is divided into three main sections:
1. Summary:
This section provides an overall summary of the feedback responses, giving you a quick snapshot of the data.
Classroom Names:
Each classroom is listed individually, with the following details for each:
Types of Responses:
Attending: The number of children whose parents indicated they will be attending.
On Holiday: The number of children whose parents reported they will be on holiday.
Didn't Reply: The number of children whose parents did not submit a response.
For each classroom, the record for each day of the selected week will show the total number of responses or statuses for each category (Attending, On Holiday, Didn't Reply).
Example:
On Holiday, Friday, 07 Feb 2025: 5 responses.
Total for Each Category:
At the end of the report, the total for each response category (Attending, On Holiday, Didn't Reply) is displayed, giving you a clear view of the overall participation and feedback status for the entire period.
This structure helps you efficiently analyze and track attendance, responses, and holidays for each classroom over the selected time frame.
2.Detailed Report Structure
The downloaded Holiday Feedback Replies Report provides a detailed breakdown, especially for each classroom and child’s attendance status. Here's how the Classroom Names and Children in Each Classroom sections are structured:
1. Classroom Names:
Each classroom is listed separately, and under each classroom, you will see the breakdown for every child who is either attending, on holiday, or did not reply.
2. Children in Each Classroom:
For each classroom, the report lists the children in that classroom with the following details:
Child’s Name: The name of each child in the classroom.
Response for Each Day:
For every day within the selected date range, you will see the child’s attendance status. This includes whether they are attending, on holiday, or didn’t reply.
3. Day-by-Day Breakdown:
For each child, the report provides the attendance status for each day in the selected date range. Here’s how this is displayed:
Example:
In Fairies Garden classroom:Leen Gomah on Thursday, 06 Feb 2025: Didn’t Reply
Leen Gomah on Friday, 07 Feb 2025: Attending Full day
Leen Gomah on Saturday, 08 Feb 2025: On Holiday
This structured breakdown ensures that you can easily track and analyze responses for each child and classroom, helping you plan and allocate resources effectively for the holiday period.
3. Comment Section:
The Comment Section in the report provides an easy way to view any comments parents have added for each child on their attending days.
1. Classroom Names and Child Names:
The report will display the Class Name followed by each child’s name.
For each child, the report will show a column for each day within the selected holiday period.
2. Comment Breakdown:
For every attending day within the selected date range, the report will display any comments added by parents.
Columns for Each Day:
Each column corresponds to a specific day (e.g., Thursday, 06 Feb 2025, Friday, 07 Feb 2025, etc.).
If the child is attending on that day, any comments (such as pick-up times, special instructions, or attendance notes) will be shown in the respective column for that day.
Example:
For Fairies Garden classroom:
Leen Gomah:
Thursday, 06 Feb 2025: "Picked up at 3 PM"
Friday, 07 Feb 2025: "Will arrive at 9:30 AM"
Each day will have a column with comments for the attending children, allowing you to quickly review the attendance details and any special notes provided by parents.
💡 Pro Tip:
🔹 Plan Ahead with Scheduled Attendance!
Parents who report holiday feedback will have their child’s planned presence automatically logged in the Children Attendance Tool and displayed in green, making it easy to track upcoming attendance.
When the child arrives, their actual attendance can be updated to reflect their real check-in time, keeping records precise and up to date.
📌 Holiday Feedback Section in the Child’s Profile
In each child’s profile, under the Daily Reports section, there is a dedicated Holiday Feedback area that provides a clear overview of the child's planned holiday leave.
What This Section Displays:
✔️ The child’s own holiday leave days, based on the response provided by staff or parents to the holiday leave inquiry.
✔️ This section only appears if a response has been submitted for the holiday leave inquiry.
🔍 Example Breakdown (Based on the Provided Graph):
📅 Holiday Leave Period: April 6, 2025 – April 30, 2025 🏫 (The specific range within the overall holiday feedback period where the child’s leave days fall)
🗓️ Total Leave Duration: 21 Days ⏳ (The total number of days the child is on leave within this period)
📌Case: If the overall holiday period is April 1, 2025 – April 30, 2025 📆, but the child’s planned leave falls between April 6, 2025 – April 30, 2025 🎒, this specific period will be displayed based on the feedback provided.
❌ If the child is not attending at all, the system will display all leave days 🚫.
✅ If the child is attending every scheduled holiday period, the system will display zero leave days 🟢.
✅ Click directly on the Holiday Feedback name to open the response screen and review or modify the attendance booking for the request."
This feature helps parents and staff track attendance during holiday periods with clarity and accuracy.
📖 Ready to Take Attendance Management to the Next Level?
Discover how to effortlessly track, update, and manage children's attendance with smart scheduling and real-time check-ins. Stay organized, reduce confusion, and ensure accurate records with just a few clicks!
📌 Explore more: Managing Children Attendance Schedule ✅